Schools: ERN – Enrolment and Registration Number System

Executive, 31 March 2008

Report adopted

The PSA received numerous complaints from members regarding the new ERN (enrolment) computer program. As a result we wrote to the DET outlining the concerns members raised. The DET immediately contacted us and asked for an urgent meeting. The issues we discussed were:

1. The problems with the training - not long enough, not enough people trained, trainers often couldn't answer questions
2. Communication - many schools did not get info about when standardisation had to be done, the timelines changed and some staff didn't get the info about the changes, the method of communication being InPrincipal which not all admin staff have access to
3. Form - the application to enrol does not follow the screen
4. Primary Schools - the impost that this system will put on primary schools
5. Timing - we asked for an extension of time for schools to complete the standardisation before changeover
6. LMBR Implications - concerns that if this is the sort of training for ERN what will happen when LMBR is brought in

1. Training - the training was to be done with one trainer and one SAS Staff member. DET had trouble finding SAS Staff who would join the training team. The PSA pointed out that if they had come to us we would have found them plenty of people. Also the DET have pointed out there will be follow up training (this will be limited) so that by the full enrolment time more people will be training. They are developing 'cheat sheets' to assist and the help screens are very good. In addition they have put 8 extra people on the help desk to assist and the help desk will keep a record of questions asked and problems to feed back to IT to help with cheat sheets and follow up assistance. Finally, DET advise that 81% of people who did the training said they 'feel confident' when they did the training evaluation sheet.

2. Communication - the DET informed the PSA that they followed our advice and sent info to InPrincipal, Admin account and the School account. They asked us to advise them which is the best account to send info to in the future.

3. Form - the Application to Enrol form does not presently follow the ERN screens but the form is being redesigned so that it will (hopefully by enrolment time)

4. Primary Schools - the DET agree that High Schools will have less enrolment data to enter in the future however, the maintain that once staff are used to the new system it will take no longer than the present system to enrol new students. In addition, they maintain that reports will be much quicker in the future. Therefore while High Schools will be a bit better off Primary Schools will not be worse off. The issue of Primary School staff is a problem but not a problem of ERN.

5. Timing - by the time we met with the DET on Wednesday (12/3/08) all but 10 schools in the whole state had completed their standardisation, which meant there was not reason to delay the change over. In addition, the DET maintain they followed our advice and did the change over at this time of the year because it was less busy than at other times.

6. LMBR implications - the DET agreed with us that they would need to do better when LMBR training etc begins. They claim they have learned a lot from the ERN process and have taken our comments on board, particularly about the training.